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Re: Binding without an automated system (1 message + Summary) Ann Ercelawn 16 May 1997 21:08 UTC

2 messages:

1)____

Date: Fri, 16 May 1997 10:07:00 -0700 (PDT)
From: "Parang, Elizabeth" <eparang@pepperdine.edu>
Subject: RE: Binding without an automated system (Mark Hemhauser)

I have worked where there was no ILS and where there was no bindery module.
Depending on whether you care about having a current issue on the shelf, the
checkin clerk would set aside,  when received, either the last issue of a
volume or the first issue of the next volume.  At one institution, a binding
pull slip was then filled out by hand for a student to pull the issues.  At
the other, smaller institution, that issue was retained in the office until
the shipment was to be readied at which time the issues were pulled from the
shelf.

Elizabeth Parang
Coordinator of Periodicals
Pepperdine University
 ----------

2)____

Date: Fri, 16 May 1997 14:22:55 -0400
From: Mark Hemhauser <mh8498a@AMERICAN.EDU>
Subject: Binding without Automation

Dear Serialsters,

The response to my question:  How do you find issues for binding without an
automated binding system?  was overwhelming.  Thank you everyone.  We will
keep the suggestions in mind as we sample our new system and see which will
work best with it.  Most of the responses were sent to me not the list.  A
few people requested a summary of the responses.  Here goes:

1.  The most popular method is to have the Serials checkin person note--in
the computer, or on the piece (with a post-it note), or by setting the piece
aside--that this title is ready to be pulled for binding.  This would be
done either when the first issue of the new volume arrives or when a binding
period noted on the checkin record has been met, (bind quarterly, monthly,
etc.).  This requires that the checkin person pay attention not only to
title, vol:issue and date info, but also binding parameters.  This is tough
for new staff.  Slips with title info would be printed out or notes would go
to the bindery staff and they would pull the appropriate volume and issues.
If notes are not used, libraries may have staff pickup the issues set aside
during checkin and when they shelve those titles, they would pull the other
issues for binding.

2.  A few libraries, usually smaller ones, send students to the unbound
stacks to look for thick stacks or full folders which may need to be pulled
for binding.

3.  Another idea suggested by two libraries is to include binding
instructions, i.e. frequency, months, binding frequency, etc., on the name
tags.  When staff shelve a new issue, they can look to see if they need to
pull previous ones for binding.

More elaborate methods:

4. Make a list or table in your favorite wordprocessing or spreadsheet
program which includes columns for title, binding frequency and any special
notes (example: bind with index which arrives 6 months after last issue) and
several columns for you to note when it was last bound. Sort either
alphabetically by title or by binding frequency and print it out. Put the
list in a 3-ring binder and go through the list each time you prepare for
bindery, skipping over those which have been bound recently and checking on
those which have not been bound lately to see if they are complete.
  OR
Take the above method one step further and set up a binding schedule.  This
is more difficult and time-consuming to begin because you need to predict
approximately when the last issue in the volume is due for each title and
set up the binding schedule accordingly.  Once the schedule is set up, you
only check those titles which are scheduled to be bound this time plus any
titles which were carried over (scheduled for the last shipment but weren't
quite ready to go).  Send all that are ready to the bindery and carry over
the rest for the next shipment.  This system often works best if a separate
file card is used for each title or if you have a separate list of titles
for each shipment on the schedule.

5. Finally, one respondent suggested that we look into using MS Access to
create a binding pattern which we might be able to use to search our new
system (Voyager) for bindable issues.

We will look into that when we get our sample of the system up for
experimenting.

Thanks again to everyone who replied.  No further replies are necessary
unless they are different from those summarized here.

Mark

Mark Hemhauser
AMERICAN UNIVERSITY LIBRARY--SERIALS DEPT.
4400 MASSACHUSETTS AVE., NW
WASHINGTON, DC  20016-8046

mh8498a@american.edu
202-885-3247